Project Coordinator, Facilities

The purpose of the project coordinator position is to assist the project manager(s) by providing project support in key areas including assisting in project design; establishing project documentation; maintaining and/or establishing vendor contracts using the Supply Chain process; processing project invoices and monitoring project budget variances. Additionally, the project coordinator may provide project oversight in absence of the project manager. The project coordinator will also manage smaller projects, usually less than 2 – 3 week duration, including managing vendors, customer expectation and the project budget. The project coordinator acts as the department’s SharePoint administrator to ensure all project documentation is scanned and filed appropriately. Strong emphasis is placed on providing a positive response to the concerns and needs of the customer.

Job Responsibilities

Functional Expertise:

• Manages small projects (usually less than 2-3 week duration) such as paving or roof repairs/replacements or replacement of mechanical equipment.
• Assists project manager(s) by coordinating proper vendor contracts with Supply Chain to ensure compliance
• Assist project manager(s) by monitoring project spend against established budget and report accrual(s) and appropriate documentation to Accounting, when necessary
• Performs cost analysis and itemizes project budget before composing AFE documentation and submitting for approval;
• Assemble, organize and maintain electronic project documentation via the department’s SharePoint site for future reference

Business Acumen:

• Stays abreast of relevant business priorities and changes, and how they affect day to day operations.
• Applies technical knowledge and business experience to solve operational challenges while identifying and escalating appropriate obstacles and issues to project manager.
• Work closely with procurement to develop and evaluate RFP’s that bring strategic partnerships that are competitive in price and present high service levels.

Engagement:

• Assists project manager by coordinating large moves outside of headquarters buildings. Coordinates with appropriate management team for optimum move plan.
• Maintains positive relationships with customers and vendors.
• Provides input to management with regards to how projects might affect daily operations, processes or procedures.
• Possesses good verbal and written communication and presentation skills. Is able to express ideas in a clear and concise manner to different levels within the organization.
• Conducts affairs with honesty, integrity, and respect when associating with others, and values the ideas, knowledge, and expertise of others.

Driving Results:

• Monitors against metrics and deliverables, holding self and others (vendors) accountable for results.
• Identifies and drives process improvement initiatives, including value engineering items in our construction projects.
• Ensures internal controls are achieved in compliance with corporate policies, procedures and standards.
• Tracks and reports changes that have been identified as having the ability to cause variances in overall project budget.  

Qualifications

Education, Certifications/Licenses:

Required:

High school diploma or GED

Or

Equivalent academic education and experience

Related Work Experience:

Required: Minimum 2 – 3 years’ experience in a facilities-related position

Preferred: Experience managing small construction-related or other projects

Applicant may possess a combination of equivalent education and work experience.

Specific Skills & Knowledge:

Required:

• Strong sense of urgency
• Ability to work closely in a team atmosphere or alone
• Good interpersonal skills
• Excellent communication skills, both orally and in written form
• Intermediate proficiency in MS Excel and Word
• Working knowledge of SharePoint
• Excellent customer service skills
• Must be available to work after hours or weekends for facility moves

Preferred: Technical knowledge of building systems including HVAC, plumbing, and electrical

Working Conditions/Physical Requirements:

Keyboarding = 10%-20%

On-call = none

Travel = 10%-20%

Disclaimer:

This information describes the general nature and level of work performed by employees in this job. The description is not designed to be a comprehensive inventory of duties, responsibilities and qualifications required in the job. Reasonable accommodations may be made to qualified disabled individuals for performance of essential duties and responsibilities.